The UN Trust Fund to End Violence against Women Guidelines for Results and Resources Framework (RRF) and Annual Work Plan (AWP)

Transcription

1 The UN Trust Fund to End Violence against Women Guidelines for Results and Resources Framework (RRF) and Annual Work Plan (AWP) This document is intended to serve as a guide in developing the Results and Resources Framework (RRF) for your Full -fledged Proposal. You must complete the Results Chain in order to begin completing the RRF. Contents 1. Terminology Development of the Results and Resources Framework (RRF) Project Goal, Outcomes and Outputs Sections of RRF Indicators to measure project goal, outcomes and outputs Data Collection Methods for project goal and outcome indicators Review of your indicators and data collections methods Other information required at the project goal, outcome and output sections Project Activity Section of RRF M&E and Audit Activity Section of RRF UN Trust Fund specific M&E and Audit requirements Budget Sections of the RRF UN Trust Fund-specific Budget Requirements Budget for Project Activities Budget for M&E/Audit/Management Cost Budget Summary Tables A and B and Budget Narrative Annual Work Plan (AWP)

2 1. Terminology Terms Results and Resource Framework (RRF) Project Goal Outcome Output Definition The Results and Resources Framework (RRF) is a framework to define what a development project or programme intends to deliver and achieve in terms of results (project goal, outcomes and outputs), activities and budget. The same framework is used to guide results -based reporting and monitoring during project implementation and external evaluation at the end of project. The highest result that the project aims to achieve by project end. Change at this level happens through the achievement of project outcomes and outputs and the collective and sustained efforts of project partners and other actors. The project goal may contribute to long-term change that continues after project ends. Each project must have one project-specific goal. A project goal refers to the changes in the lives of women and girls (sometimes called primary beneficiaries). Project goal needs to be monitored and reported by project staff throughout the project implementation, and it needs to be evaluated by an external final evaluation at the end of project. The intermediate results of a project which are achievable within the lifetime of the project, and which require the collective effort of partners. A combination of outputs is usually needed to produce an outcome. An outcome in a project can be (but is not limited to) verifiable changes in the behavior, relationships, practices and actions of individuals, groups and institutions that contribute to the project goal to change the lives of women and girls. Change can occur among individuals, communities, institutions, systems or p olicies (sometimes called secondary beneficiaries or change agents and can include women and girls ). Each outcome needs to be monitored and reported by project staff throughout the project implementation, and it needs to be evaluated by an external final evaluation at the end of project. The immediate results of the project which are achievable within the specific timeline of the project, resulting directly from the completion of activities. The project has full control over delivering the outputs. These include concrete and measureable products, services and changes in skills and abilities that result from the project, such as increased skills and knowledge of people you have trained, increased availability or accessibility of services that your project is offering for a particular purpose, etc. Each output needs to be monitored and reported by project staff throughout the project implementation, and it needs to be evaluated by an external final evaluation at the end of project. Outputs are NOT the completion of activities. Outputs are the concrete immediate results that are generated from activities. For instance, if one project activity is Conduct a training for community leaders on ending violence against women and girls, one expected output ca n be Community leaders who have participated in the training have greater knowledge on ending violence against women and girls and better understanding on their roles to prevent such violence in their own communities. Training conducted for community leaders is not an output. It is a phrase to indicate the completion of one activity. Community leaders have participated in the training and/or number of community leaders who participated in the training are also not outputs. These phrases provide information at the activity level. Output needs to indicate the changes (e.g. change in knowledge) generated as a result of completing activities (e.g. participation in training). Activity Actions, interventions and/or services that are directly implemented by the project. For all UN Trust Fund supported projects, other terminology such as objectives, purpose, short-term impact is not used in the Results Chain and Results and Resources Framework. 2

3 2. Development of the Results and Resources Framework (RRF) The Results and Resources Framework (RRF) is a framework to define what a development project or programme intends to deliver and achieve in terms of results (project goal, outcomes and outputs), activities and budget. The same framework is used to guide results-based reporting and monitoring during project implementation and external evaluation at the end of project. In the online application system, the information provided in Section V. Results Chain (i.e. project goal, outcomes and outputs) will be automatically transferred to the RRF. As the diagram below illustrates, RRF begins with the results sections (project goal, outcomes and outputs), followed by acti vities and budget. Project Goal RRF section ii. (context, expected situation of beneficiary groups, indicators and data collection methods) Steps of RRF Outcomes Outputs Activities (Project Activities + M&E/Audit Activities) Budget (for project activities, M&E/Audit and Management) RRF section iii. (beneficiary data, indicators, data collection methods, selection of strategic area of intervention) RRF section iv. (inicators, baseline, annual targets, selection of strategy) RRF section v. and vi. (project activities, M&E/Adit Activities, responsible parties, timeframe) RRF section viii-x. (responsible party, budget category, description of budget items, amount requested) 3

4 3. Project Goal, Outcomes and Outputs Sections of RRF 3.1 Indicators to measure project goal, outcomes and outputs An indicator is a way to measure change. In the RRF, indicators must be listed to measure the project goal, outcomes and outputs of your project. During project implementation, your organization will be expected to collect data against each indicator and to report on the progress towards project goal, outcomes and outputs. Therefore, please ensure that all the indicators are feasible, measurable and realistic in your project context. List indicators for the project goal as well as each outcome and output. a) Indicators should measure whether you achieve progress towards the project goal, outcomes and outputs. b) Indicators may be qualitative or quantitative. You can combine quantitative and qualitative indicators. c) Indicators need to include a unit of measurement. Quantitative indicators often start with something like Number of or Percentage of. Qualitative i ndicators often start with something like Perspectives of. d) Your project needs to be able to measure these indicators. Please list only those indicators that are feasible to measure. e) Quantitative indicators need to be gathered at two points in time (at least), unless you know that the baseline is zero. Otherwise you will not be able to measure change. f) If your project provides services to survivors, you could include indicators to measure / investigate survivor perspectives a bout their experiences with those services. g) The minimum number of indicators for project goal and each outcome/output is 1, and the maximum number is 3. The following are examples of different types of indicators. Types of Indicators Examples Counts Number of survivors of sexual violence who called a hotline in X city in the past month Calculations: percentages, rates, ratios Percentage (%) of health units with at least one service provider trained to care for and refer survivors Percentage (%) of women and men in community Y agree that it is justified for a husband to beat the wife for at least 1 reason Index, composite measures Proportion of male participants who report high support for gender-equitable norms according to the gender-equitable men (GEM) scale Thresholds = the point at which New law criminalizing marital rape adopted in country Z within 3 years from the project something changes: presence / absence; starting date (or not) predetermined level or standard Perspectives Perspectives of survivors on the benefits and harm they have experienced from using services *Note: When it is too difficult to measure something directly due to security issues or ethical issues, you may need to use a proxy indicator. Main characteristics of a good indicator Includes a unit of measurement: o Quantitative: the number, percentage (%), rate, score, etc. o Qualitative: perspectives, types etc. Non-directional: it should not include direction of change, such as increase of. Relevant: must measure the most important results you want to achieve among intended beneficiary groups Specific: All terms must be clearly defined. Measurable: Your project/organization must have sufficient capacities (human, financial and technical) and appropriate methods to measure it. Valid: It must measure what you need to measure. Reliable: It must measure the same thing consistently over time. Sensible timeframes and frequency: It should be measured at time intervals that allow you to measure changes over time. 3.2 Data Collection Methods for project goal and outcome indicators Please note that data collection methods of each indicator need to be tailored to each project context and project capacity ( including human resources, budget, time and technical expertise). List data collection methods for each indicator of project goal and outcomes. Please ensure that you list a data collection method for each indicator. Examples of include but are not limited to: community based household surveys using face-to-face interviews 4

5 self-administered surveys among service providers Pre and post interventions surveys among project participants / trainees, etc. in-depth interviews key informant interviews Semi-structured or in-depth interviews focus groups informal group discussion case studies reviews or analyses of legal or policy documents Facility/institution-based o Client exit interviews o Observations o Institutional checklists o Service statistics o Record reviews Service/program statistics Document reviews Participant observations In many cases, you may want to use the same data collection method for more than one indicator. Please note that if your indicator is quantitative, then you will need a data collection method that gathers quantitative data. If your indicator is qualitative, then your data collection method must be designed to collect qualitative data. Also note that many data collection methods collect both, however. Data collections methods for output indictors are not required in the RRF. 3.3 Review of your indicators and data collections methods The following questions are intended to help you ensure the quality of your results and resources frameworks indicators and d ata collection methods: 1. Does your project goal describe a change in the lives of women and girls? 2. Do all your outcomes describe change/results? 3. Do all your indicators have a unit of measurement? 4. Does each indicator clearly measure a result (project goal, outcome or output, NOT activity)? 5. Is your project capable of gathering the data needed to measure each indicator? 6. For all quantitative indicators: will you collect data at least two points in time (for example, before and after project implementation)? 7. If your project provides services to women and girls: have you included one or more indicators to measure the perspectives of women and girls about the services received? 8. Have you clearly identified which data collection methods will be managed by the project staff? Are those activities feasibl e within your work plan and budgets? Examples of Project Goal Indicator and Data Collection Method Project goal: Survivors of domestic violence who receive services from the health centers in Community X, Y and Z experience improved safety, health and wellbeing. Indicator: Perspectives of survivors about changes (good and bad) they experienced as a result of services. Data Collection Methods: Structured, semi-structured, or in-depth interviews Examples of Outcome Indicator and Data Collection Method Outcome at the Individual Level Outcome: Men s support for gender equitable norms and nonviolence in X low-income neighborhood of City Y is increased Indicator: % of men surveyed who agree with specific norms and attitudes about gender equity and violence against women (using GEM scale). Data collection method: Survey using face-to-face interviews with men in two communities: intervention and control Outcome at the Institutional Level Outcome: Police response in the community X to cases of domestic violence and rape is improved. Indicator: % of violence cases reported to police that were handled in accordance with new good practice protocols. Data collection methods: Record reviews, Client/survivors interviews, Site visits with structured observations 5

6 3.4 Other information required at the project goal, outcome and output sections Beneficiaries at the project goal The targeted primary beneficiary groups (women and girls) and the expected number of beneficiaries to be reached will be prepopulated automatically from the previous section of Full Fledged Pro posal. You will be asked to specify: Context: the current situation of beneficiaries Expected situation of beneficiaries by the end of the project Example of Project Goal section for beneficiary information Beneficiaries at the goal level: Whose lives Beneficiary 1: 1. Female domestic workers Number: 3 are expected to be changed and improved Beneficiary 2: 27. Others (Female garment through the project goal? workers) Number: 2 Beneficiary 3: 8. Women and girls in general Number: 3 Project goal Context: Describe the current situation of the intended beneficiaries in relation to the specific form(s) and manifestation(s) of violence you have selected (maximum 2 words) Expected situation of the beneficiaries: By the end of this project, what are the main expected changes in the intended beneficiaries lives in relation to the specific forms and manifestations of violence addressed?(maximum 1 words per beneficiary group) Beneficiary 4: Beneficiaries and Strategic Area of Intervention for Each Outcome 6 Number: Trafficking of women and girls has been on the rise in communities A and B, as the growing financial crisis has reduced the number of available jobs. The majority of female domestic workers and garment workers in Communities A and B in particular are at high risk of being targeted for human trafficking. The lure of lucrative jobs across the border, combined with insufficient knowledge of how to mitigate risk of exploitation or access protection services makes these groups relatively easy targets for predators. Similarly, the majority of the women and girls in the age range from 8-25 also at high risk of being trafficked and adequate protection and prevention mechanisms do not exist in the community. Beneficiary 1: 2.Female domestic workers they are aware of issues and risks of human trafficking, can identify predatory behaviour, can identify high risk areas of trafficking and know where to go to seek support. Beneficiary 2: 27. Others (Female garment workers) they are aware of issues and risks of human trafficking, can identify predatory behaviour, can identify high risk areas of trafficking and know where to go to seek support. Beneficiary 3: 8.Women and girls in general they are aware of issues/risk of human trafficking, can identify high risk areas of trafficking and know where to go to seek support. The specific protection measures are in place in the communities A and B by the police officers and local community leaders. Beneficiary 4: In the outcome sections of the RRF, you will be asked to specify the following information per outcome: 1) Beneficiaries at the outcome level: Whose behaviors/actions and/or what institutions are expected to be changed and/or improved under this outcome? You may select up to 3 groups. (The beneficiary list below lists the options you will see in the online system.) 2) Current situation of beneficiaries (baseline): What is the current situation of each intended beneficiary? 3) Targeted number of beneficiaries by the end of project: Provide estimated number of institutions and/or individuals. o For instance, one of outcomes might focus on the changes at one particular institution in the community X. In this case, the targeted number of institution is 1. And, if you already know that there will be approximately 2 staff within the institutions who w ill be expected to changed their behavior, the targeted number of individuals would be 2. 4) Expected situation of targeted beneficiary at the end of project: What are the expected main changes in beneficiaries and/or institutions behaviors and actions by the end of this project? (Maximum 1 words per beneficiary group). 5) Strategic area of intervention for Outcome: What is the main strategic area of intervention this outcome falls under (preventing violence, improving service delivery, or strengthening institutional response)? Select one that is the most relevant. o The UN Trust Fund recognizes that many of the projects are working in multi-dimensional and holistic manner, addressing both prevention and service delivery. For the purpose of aggregation of data across different projects, what we are asking he re is to select the most relevant one among the three options even if the outcome is addressing all three. Beneficiary list at the outcome level Dropdown menu for beneficiary list Female domestic workers Female migrant workers Community-based groups/members Educational professionals (i.e. teachers, educators)

7 Female political activists/human rights defenders Female sex workers Female refugees/internally displaced/asylum seekers Indigenous women/from ethnic groups Lesbian, bisexual, transgender Women and girls in general Women/girls with disabilities Women/girls living with HIV and AIDS Women/girls survivors of violence Women prisoners Prime Beneficiary other Faith-based organizations General public/community at large Government officials (i.e. decision makers, policy implementers) Health professionals Journalists/Media Legal officers (i.e. lawyers, prosecutors, judges) Men and/or boys Parliamentarians Private sector employers Civil society organizations (including NGOs) Second Beneficiary Others Strategic areas of intervention Dropdown menu for selecting the strategic area of intervention 1. Preventing Violence 2. Improving Service Delivery 3. Strengthening Institutional Response Example of Outcome section (Beneficiary and Strategic Area of Intervention) Outcome 1 Beneficiaries at the outcome level (indicators): Whose behaviors/actions and/or what institutions are expected to be changed and/or improved under this outcome? You may select up to 3 groups(drop down menu to select the type ) Beneficiary 1: Uniformed personnel (i.e. police, military, peace-keeping officers) Current situation of beneficiaries (baseline): What is the current situation of each intended beneficiary? (maximum 1 words per beneficiary group). Police officers in Communities A and B do not pay specific attention to the issue of human trafficking and do not provide specific protection measures for women and girls. Beneficiary 2: Beneficiary 3: Strategic area of intervention for Outcome 1: What is the main strategic area of intervention this outcome falls under (preventing violence, improving service delivery, or strengthening institutional response)? Select one that is the most relevant. Strategic area of intervention for Outcome 1 (OPTIONAL): You may select the second most relevant strategic area of intervention this outcome falls under. Beneficiary and Strategy-related information at the output section Social/welfare workers Uniformed personnel (i.e. police, military, peace-keeping officers) 7 Targeted number of beneficiaries by the end of project Provide estimated number of institutions( if applicable) Provide estimated number of individuals (if applicable) 1 2 Expected situation of targeted beneficiary at the end of project: What are the expected main changes in beneficiaries and/or institutions behaviors and actions by the end of this project? (maximum 1 words per beneficiary group). 2 police officers working in the Communities A and B have instituted surveillance mechanisms to identify areas of high risk for human trafficking and conduct effective patrolling to protect women and girls. Selected strategic area of intervention 1: 1. Preventing Violence Selected strategic area of intervention 2: 3. Strengthening Institutional Response In the output section of the RRF, you will be asked to specify the following information per output: 1) Baseline per output indicator(maximum 4 words per baseline) 2) Annual Targets for each output indicator (number and/or maximum 4 words per target in case the information is qualitative) 3) Strategy for Output: What is your project s specific strategy to deliver this output through the key project activities? Select the most relevant one from the dropdown menu. (Below is the list of strategies available in the online system.) Specific strategies Linkage to Strategic List of strategies (for output section) area of intervention at the outcome level

8 PV: Mobilizing communities (establishing self-help groups, community watch groups, etc.) PV: Employing Information, Education and Communication (IEC) PV: Fostering coalitions and networks PV: Public outreach/awareness -raising PV: Developing capacities of community groups and leaders PV: Engaging new partners (men and boys, traditional leaders, employers, etc.) PV: Influencing organizational and/or traditional practices PV: Changing individual knowledge and attitudes PV: Creating opportunities for women to exercise social, economic and political rights PV: Addressing the twin pandemics of HIV/AIDS and violence against women PV: Advocacy PV: Other (specify within 3 words) ISD: Creating/enhancing multisectoral referral systems ISD: Promoting access to justice (e.g. legal aid, training for police/lawyers, reparations, etc.) ISD: Promoting/providing services (psychosocial counselling, medical services, shelters, etc.) ISD: Creating community-based protection systems ISD: Building partnerships/coalitions ISD: Addressing the twin pandemics of HIV/AIDS and violence against women ISD: Other (specify within 3 words) SIR: Supporting implementation of multisectoral policies and national action plans SIR: Securing resources/gender-responsive budgeting for addressing violence against women SIR: Working with institutions to develop accountability systems SIR: Monitoring implementation SIR: Conducting research, data collection and analysis SIR: Enhancing capacities of government officials and decision -makers SIR: Advocacy SIR: Other (specify within 3 words) Preventing Violence (PV) Improving Service Delivery (ISD) Strengthening Institutional Response (SIR) Example of Output Indicator and Beneficiary Section Definition of Output Indicators (maximum of 3 Output 1.1: indicators to measure the output) (maximum 4 words per indicator) Output 1.1 Police officers that participated in training increased their understanding of human trafficking issues and of preventing trafficking of persons in the communities A and B. % of police officers working in the Communities A&B who can identify the locations where women and girls are at high risk of being trafficked % of police officers working in the Communities A&B who can identify at least 3 key tasks that they have to do to protect women and girls from trafficking Strategy for Output 1.1: What is your project s specific strategy to deliver this output through the key project activities? Select the most relevant one from the list Baseline per output indicator(ma ximum 4 words per baseline) 8 Annual Targets for each output indicator (number and/or maximum 4 words per target in case the information is qualitative) Year 1 Year 2 Year 3 Num ber Qualit ative inform ation Num ber 1% % 5 1 Qualit ative inform ation Num ber 1.7 Influencing organizational and/or traditional practices Qualitati ve informat ion

9 4. Project Activity Section of RRF You need to define key project activities per output by providing the following information: 1) Definition of key project activity 2) Responsible parties/implementing agencies per activity a. Please select one or more from the dropdown menu. 3) Timeframe per activity a. In the Timeframe, you ll notice PQ1, PQ2. PQ stands for Project Quarter, instead of normal calendar quarter. Therefore, if your project is scheduled to be started on November 1 st 213, the first project quarter will be November 213 January 214. The number of project activities per output Please note that each output can have a maximum of 5 key project activities. Each proposal should list only key project activities and minimize the information on preparatory activities and/or detailed processes. For instance, organize two trainings for community leaders on how to address violence against women in their communities A and B should be one key project activity. Any detailed preparatory work or processes, such as identify participants of the training or coordinate with senior community leaders to organize training should not be mentioned in the table below as a key project activity. Project Quarters Example of Project Activity Section Key Activities for Output 1.1 Description of key project activities (maximum 4 words per key activity) Key activity 1.1.1: Conduct introductory training on human trafficking for police officers working in Communities A and B Key activity 1.1.2: Organize a meeting between police officers and local community members to discuss human trafficking issues and to share experiences of survivors. Key activity 1.1.3: Conduct a mapping exercise with police officers and community members to identify high risk areas of human trafficking. Key activity 1.1.4: Key activity 1.1.5: Responsible parties/impleme nting agencies P Q 1 Organization XXX X X Organization XXX Organization XXX X X Timeframe Year 1 Year 2 Year 3 P P P P P P P P P P Q Q Q Q Q Q Q Q Q Q X P Q 4 9

10 5. M&E and Audit Activity Section of RRF You need to define key activities for Monitoring and Evaluation (M&E) and Audit by providing the following information. 1) Definition of key M&E and Audit activities You can list more than five (5) M&E activities 2) Responsible parties/implementing agencies per activity Select one or more from the dropdown menu. 2) Timeframe per activity Example of key M&E activities could include (but are not limited to): Collection/analysis of baseline data (if the baseline data has not been systematically collected and analyzed yet) Collection/analysis of monitoring data on results (outputs, outcomes and project goal) monitoring missions/field visits annual review meeting with key beneficiaries and implementing partners; mid-term project review Final external evaluation (mandatory) 5.1 UN Trust Fund specific M&E and Audit requirements Please note that conducting a final external project evaluation and a final project audit is mandatory for all projects funded by the UN Trust Fund (conducting final audit is optional only for UNCT joint programmes). Therefore, these fields have been already automatically set up. You need to specify the responsible party for the final external evaluation and final audit. Baseline Data o It is the responsibility of each project/organization to ensure that the baseline data is collected and analyzed at the beginning of the project implementation in order to measure the changes in the targeted beneficiaries and the progress towards outcomes and project goal over time. o Baseline data should provide the basis for monitoring and reporting work throughout the project implementation as well as for the final external evaluation. Monitoring and Reporting o Each project funded by the UN Trust Fund is required to report on the expenditure (against budget), activities, outputs, outcomes and project goal through the progress and annual reports. Therefore, it is very important that your proposal identifies all the key monitoring and reporting work and specifies those in this M&E/Audit Activity section of RRF. Final External Evaluation o This evaluation is to evaluate the whole project at the end of the project implementation, covering the entire project durati on, with a strong focus on evaluating the project goal and outcomes. o This evaluation needs to be conducted by external evaluator(s). External evaluators can be local consultant(s) and/or international consultant(s) or a firm. Evaluator(s) need to be independent from the project. In other words, the M&E officers from your organization or implementing partners cannot be the evaluator for this evaluation. o This evaluation needs to be managed by your organization. o The preparatory work for the final external evaluation (e.g. development of Terms of Reference and recruitment of external evaluators) should start at least by the third quarter of the final year of implementation so that the technical mission and the preparation/finalization of the final report will be completed by the end of fourth quarter of the final year. The Terms of Reference must be finalized and submitted to the UN Trust Fund no later than 3 months before the project end date. The Final Report of external evaluation must be finalized and submitted to the UN Trust Fund no later than 2 months after the project end date. Budget for M&E and Audit activities o You will be asked to specify the budget for the final external evaluation and the final audit (as well as for other M&E activities) in the budget section of RRF. M&E narrative section under IV. Project Narrative o Please ensure that the M&E narrative section under IV. Project Narrative is consistent with the M&E activity and the budget section of RRF. 1

11 6. Budget Sections of RRF 6.1 UN Trust Fund-specific Budget Requirements Budget categories Personnel (under management budget) Equipment (under management budget) Indirect Costs Specific Requirements For Civil Society Organizations, Professional Associations and Research Institutions: For projects between US$ 5, and US$ 5,: Personnel costs for managing the project must not exceed 2 per cent (2%) of the grant requested. For projects between US$ 5, and US$ 1,,: Personnel costs for managing the project must not exceed 1 per cent (1%) of the grant requested. Please note that the amount you specify will be reviewed in relation to the overall project cost and will be subject to revisi on. For Government Entities: It is expected that full personnel costs will be borne under the government's regular or project budget and should be reflected as such. Short-term consultancies needed specifically for implementation of this project may be considered and should be reflected under the Contractual Services budget line. For all applicants: Please specify which equipment is crucial for the implementation of the project, and justify the need for it in the Budget Narrative. Please note that the amount you specify must be minimal and will be reviewed in relation to the overall project cost. Please note that the UN Trust Fund does not allow for the purchase of hardware and furniture for offices. Indirect project costs are related to administrative support of the project including financial management and information resources management. Other indirect expenses comprise additional rental of office space, office maintenance and utilities, telecommunications and office s upplies. For Civil Society Organizations: The maximum indirect project costs cannot exceed seven per cent (7%) of the total grant requested and must be related to the approved project, with no exceptions. Please note that the amount you specify will be reviewed in relation to the overall project costs and is subject to revision. For Government Entities: Indirect costs are not applicable and government applicants are requested to submit their proposed budgets accordingly. Administrative Agent Fee Audit Monitoring and Evaluation (M&E) UN Trust Fund Capacity Development Workshop Matching Funds: For UN Country Teams ONLY: The Administrative Agent will be entitled to allocate an administrative fee of one percent (1%) of the grant requested to meet the Administrative Agent s costs of performing its associated functions. For Civil Society Organizations: One audit is required during the lifetime of the project. For projects between US$ 5, and US$ 5,: A provision for the cost of this activity, at 3.5 per cent (3.5%) of the total amount requested, should be included in the final year of implementation. For projects between US$ 5,1 and US$ 1,,: A provision for the cost of this activity, at 5 per cent (5%) of the total amount requested, should be included in the final year of implementation. For Government Entities: It is expected that audit costs will be borne under the government's regular budget and should be reflected as such. For all applicants: Monitoring and evaluation costs of the project cannot exceed 1 per cent (1%) of the total grant requested. Please note: The recommended budget allocations for monitoring and evaluation should be used as a guide to determine a precise budget amount based on factors such as the size and scope of the project, baseline and end line studies, as well as costs for external evaluators in the country/region. This in turn will also dictate the type of end of project evaluation that can feasibly be conducted. Please explain the costs of the monitoring and evaluation components of the project in the Budget Narrative. For all applicants: All projects are required to allocate US$ 1, of the grant requested to participate in the results - based management and monitoring and evaluation training organized by the UN Trust Fund. This amount should be indicated in the first year of implementation. For all applicants: Indications of matching funds from participating UN agencies, government and other stakeholders, in addition to in-kind contributions (office space, staff, conference facilities, media outlets, supplies, other) should be clearly specified and broken down by budget line. 11

12 Co-implementing Partners/ Participating Agencies: Grant Request Restrictions: The UN Trust Fund will NOT fund the following: For all applicants: Allocations to co-implementing partners (civil society organizations, in particular women s groups) should be clearly specified, where necessary. For large civil society organizations, governments and UN Country Teams: Budget requests should be within the range of a minimum of US$ 3, to a maximum of US$ 1 million total for duration of two to three years. Budgets must be based on the proposed project and take into consideration the organization's operational and absorptive capacity. For small civil society organizations, especially grassroots women s organizations and youth led organizations: Budget requests will also be considered for a minimum of US$ 5, for duration of two years. Budgets must be based on the proposed project and take into consideration the organizati on's operational and absorptive capacity. Costs of infrastructure such as purchase of land, property, acquisition of office space, construction, repair of existing buildings or offices, including for example, the building and furnishing of service facilities, shelters or shortstay homes; Purchase of any type of vehicles (i.e. cars, motorcycles, boats etc.); Costs that can be financed by other funding sources in the country or by the government (i.e. providi ng ARTs); Activities where a substantial part of the budget is allocated for travel and/or conference costs and services; Activities where a substantial part of the budget covers institutional recurrent costs and/or personnel costs; Grants for filling a funding gap for ongoing initiatives/projects; Regional/international learning events or international travel. Please note that the UN Trust Fund will only support those regional and international workshops that it convenes itself. 6.2 Budget for Project Activities You need to specify the associated cost per key project activity. Please note the following: Responsible party/implementing agency: select only one responsible party or implementing agency per budget line Budget category (dropdown menu): select one budget category per budget line from the menu. (Table 2.4 below is the dropdown menu you will see in the online system). o You may have several budget lines per activity in order to have several different budget categories. For instance, you might choose Travel in the first budget line, and then Local Consultant for the 2 nd budget line for one project activity. Budget item description (maximum of 15 words ): provide description of budget item(s) under each budget line. o For instance, under Travel budget category, you might put public transportation cost and accommodation. Under Local consultant, you might put one trainer for 3-day training. All amounts must be entered in US dollars (USD). Enter amount without any periods, commas, s ymbols or spaces. Please round up to the nearest dollar. Budget Categories for project activities Budget category Dropdown Menu Description and examples of expense items 1.International consultants To recruit short-term international consultants for technical roles for a specific project activity. 2.Local Consultants To recruit short-term national consultants for technical and/or clerical roles for a specific project activity. To contract companies to provide services for a specific project activity, such as conducting a 3.Contractual services companies survey, catering from restaurant/hotel for lunch and refreshment, and renting a venue from a hotel. 4.Travel To cover the cost associated with domestic traveling, such as travel tickets, vehicle rental, public transportation cost, DAS, accommodation fee during travel, etc. 5.Materials and Goods To cover the cost associated with a specific project activity, such as medical products, standard rape kits, etc. 6.Office Supplies To cover the cost associated with a specific project activity, such as stationery. 7.Audio Visual and Printing Production Cost To cover the specific project activity costs associated with audio visual productions(e.g. TV series broadcasting), printing and publications, promotional materials and distribution, etc. 8.Others Other budget items that cannot be categorized under the budget category 1 7. Example of Budget for one project activity Key Project Activities to Responsible deliver Output 1.1 party/implem Budget category for Description of budget 12 Budget requested from the UN Trust Fund (USD) Contributi on from Total budget

13 Key activity 1.1.1: Conduct introductory training on human trafficking for police officers working in Communities A and B enting agency(per budget category)(?) Organization XXX Organization XXX Organization XXX Organization XXX project activities Local consultant Contractual services companies Office supplies Travel items(open space, maximum of 15 words) * 1 facilitator for training Renting a venue (conference room) and catering for refreshment/lu nch from a hotel Stationary (notebooks, pens, markers, flipcharts) Public transportation cost for participants Year 1* Year 2* Year 3* Total amount request ed applicant and/or other donors (USD) (USD) Budget for M&E/Audit/Management Cost You need to specify the associated cost per M&E/Audit Activity as well as other management cost. Please note the following: Responsible party/implementing agency: select only one responsible party or implementing agency per budget line Budget category (dropdown menu): select one budget category per budget line from the menu. (Table 2.5 and Table 2.6 below is the dropdown menu you will see in the online system.). o You may have several budget lines per M&E activity or other management categories in order to have several different budget categories. Budget item description (maximum of 15 words ): provide description of budget item(s) under each budget line All amounts must be entered in US dollars (USD). Enter amount without any periods, commas, symbols or spaces. Please round up to the nearest dollar. Budget Categories for M&E Activities (same as the one for project activity) Budget category Dropdown Menu Description and examples of expense items 1.International consultants To recruit short-term international consultants for technical roles for a specific project activity. 2.Local Consultants To recruit short-term national consultants for technical and/or clerical roles for a specific project activity. To contract companies to provide services for a specific project activity, such as conducting a 3.Contractual services companies survey, catering from restaurant/hotel for lunch and refreshment, and renting a venue from a hotel. 4.Travel To cover the cost associated with domestic traveling, such as travel tickets, vehicle rental, public transportation cost, DAS, accommodation fee during travel, etc. 5.Materials and Goods To cover the cost associated with a specific project activity, such as medical products, standard rape kits, etc. 6.Office Supplies To cover the cost associated with a specific project activity, such as stationery. 7.Audio Visual and Printing Production Cost To cover the specific project activity costs associated with audio visual productions(e.g. TV series broadcasting), printing and publications, promotional materials and distribution, etc. 8.Others Other budget items that cannot be categorized under the budget category 1 7 Budget Categories for Audit and other Management Cost Management Categories Budget category Dropdown Menu Description Audit Audit Audit fee Personnel Salary for project staff Salary for the project manager/coordinator International consultants To recruit short-term international consultant international consultants 13

14 Local Consultants for technical roles to support the overall management of the project To recruit short-term national consultant for technical and/or clerical roles to support the overall management of the project Equipment Communications and Audio Visual Equipment To support the overall management of the project, such as a projector screen. Information Technology Equipment To support the overall management of the project, such as information technology supplies. Others Other budget items that cannot be categorized under the Communication and Audio Visual Equipment or Information Technology Equipment Indirect Cost Indirect Cost Indirect project costs are related to administrative support of the project including financial management and information resources management. Other indirect expenses comprise additional rental of office space, office maintenance and utilities, telecommunications and office supplies. UN Trust Fund Capacity Development Workshop Capacity Development Workshop All projects are required to allocate US$ 1, of the grant requested to participate in the results-based management and monitoring and evaluation training organized by the UN Trust Fund. This amount should be indicated in the first year of implementation. Example of M&E section of budget Activities M& E Key M&E Activity 1: Collect baseline data Key M&E Activity 2: Annual monitorin g missions Key M&E Activity 3: Conduct a final external project evaluation Responsible parties/implementin g agencies (per budget category) Organization XXX Budget category (M&E and Management ) Contractual services companies Description of budget items (max 15 words) * Contract a consultancy firm for data collection Organization XXX Travel Public transportatio n Organization XXX Travel Public transportatio n cost & DSA for 2 M&E staff Organization XXX Organization XXX Organization XXX International Consultant Local consultant Audio Visual and Printing Production Cost External evaluator (international ) External evaluator (national) Printing cost for final evaluation report Budget requested from the UN Trust Fund (USD) Year 1* Year 2* Year 3* 2, 2 2, 2, 2, Total amount requeste d 2, 2 6, Contributio n from applicant(s) (USD) 6, 2, 1, 6 Total budge t (USD) 2, 2 6, 6, 2, 6, 6.4 Budget Summary Tables A and B and Budget Narrative Based on the information you have provided for the budget per project activity as well as per M&E/Audit activity and Manageme nt, the system will automatically generate the budget summary tables for your review. In the Budget Narrative Section, you need to provide justification and explanation for your budget request. 14

15 RRF Temples in Excel Worksheets The RRF templates in the Excel file contains 5 worksheets corresponding to specific sub-section(s) of Section VI.RRF. (Top orange bar menu > TEMPLATES > Results and Resources Framework (RRF)) Sub-sections of RRF in the online system ii: Project Goal iii-v: Outcomes, outputs and project activities vi: M&E and Audit activities viii: Detailed budget for project activities (per outcome) and for M&E/Audit/Management Cost Templates in the 5 Excel Worksheets 1 st worksheet RRF1 Goal 2 nd worksheet RRF2 Outcome Output Activity 3 rd Worksheet RRF3 M&E Audit Activity 4 th Worksheet RRF4 Detailed Budget Planning x: Budget Narrative 5 th Worksheet RRF5 Budget Narrative 7. Annual Work Plan (AWP) Based on all the information you have provided in the RRF, the system shall automatically generate Annual Work Plan (AWP) of your proejct, organized by each project implementation year. Each Annual Work Plan shall consist of the following: Project activities organized by each output and outcome Timeframe (per project quarter) Responsible party M&E/Audit activities Management Amount requested You will have an opportunity to review the Annual Work Plans (AWP) of your project before you submit the Full Fledged Proposa l. If you need to change any information appearing in AWP, you need to go back to Section VI. Results and Resources Framework (RRF). *You can review the Excel version of Annual Work Plan Template (Top orange bar menu > TEMPLATES > Annual Work Plan) 15